Modify a payment type in the closed check

Only tablet’s users assigned to the group of local users and for whom the flag Access to closed orders (Administration panel\Access\Tablet User Groups) is set, can modify a payment type of the closed check.

If you need to modify a payment type of the closed check on the tablet:

  • go to the section Closed orders, find your order and tap the Open button
  • specify a reason of the check opening (Error, Customer demand)
  • find your order in the list of open orders and close it once again but using the correct payment code

How to determine correct balance in the cash drawer

A correct balance in the cash drawer is to be determined in case of inconsistences between cash balance in the Cash register sceen of the Mobile Application and the one displayed in the Administration panel\Reports\Cash report screen.

To adjust your cash balances:

  1. in the Cash register screen of the Mobile Application tap the Cashe Depositing button and enter an amount matching the actual cash amount present in the cash drawer.
    In case of working with cashiers’ shifts, the program will propose to enter an actual balance of the cash drawer while closing a day. 
  2. in the Administration panel: Orders\Cash correction set the value equal to the difference of the actual cash amount present in the cash drawer and to the totals shown in the Administration panel\Reports\Cash report.

Working with cash register

Till shifts

You can use the following operating modes of till:

  • Till shifts
  • Without Till shifts (by days)

If you need to work in the Till shifts mode:

— clear the flag in the Administration panel: Settings\Establishments\Manual closing of Till shifts

— set the flag in the application SmartTouch POS: Main menu\Settings\Manual closing of Till shifts

After having modified the operating mode settings of the till, sign in once again to the application SmartTouch POS.

Woking in the SmartTouch POS application while in Till shifts mode, the Close the current Till shift and open a new one button will become available.  

Till operations are performed in the Mobile application\Cash section. You can perform the following operations:

  • Close the current shift and open a new one: While closing a Till shift, the program will display an imputed balance in the cash drawer and propose to enter an actual balance. If the actual balance is not equal to the imputed one, the program will create an adjusting transaction. The results of this transaction will be displayed in the Administration panel: Orders\Cash register correction  and Finance\Cash Report.
  • Internal payment: Use the Cash depositing button.
  • Internal withdrawal: Use the Cash withdrawal button.
  • Outgoing payment represents the payment for the Products arrived to the Point of sale.
  • Produce X-report: Use the Daily X-report button.

You can add comments for each cash register operation. These comments will be visible both in reports and in the list of orders on the Administration panel screen.

If you press the POS-terminal block on the tablet, then when you enter the PIN code to access the mobile app in the “Auth” button will appear allowing the user to complete the current shift.

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The sales results you can see:

* in the mobile application:

Reports\By payment methods

Reports \By checks

Reports \By selling

Buttons with left\right arrows allow selecting a day of selling (previous\next) to overview.

* in the Administration panel: Finance\Cash Report

 

If you work with a fiscal printer:

* You will have to generate a Z-report. This report type is used by the fiscal authorities to control entrepreneurs activities. A cashier generates a Z-report at the end of his\her shift to collect the cash drawer and transfer the total to the administrator (if there is one).

After printing the Z-report, the cashier removes the cash from the cash drawer. Z-report data are recorded in the cash book:

—  Z-report number

— cash total at the beginning of the workday (Shift)

— cash total at the end of the workday (Shift)

— sales revenue per Shift

—  report generation date

— returns

— payments on a clearing basis

* to track each cash drawer during a shift, you can produce an X-report. If the Z-report just reset all cash register transactions, the X-report allows to overview (on the printed report) all transactions without reseting the storage memory of the fiscal printer.

* you can print a Zero-check to check the operability of the fiscal printer and if its date and time were set correctly.

Using a cash register

It’s the waiter (cashier) who usually opens and closes the shift. To open a shift, proceed as follows:

  1. Generate a Z-report (if it was not done at the previous shift closing).
  2. Print a zero-check to check the operability of the fiscal printer.
  3. Deposit a float in your cash drawer.

Z-report (report with clearance) is a summary report on the current cash drawer shift. When you generate a Z-report, you are ending the current cash drawer session and starting a new one. It is recommended to run this operation at the end of a day or shift. You will find more detailed information in the section Closing a shift.

After you press the Z-report button, the program will check if any fiscal printer is connected to this tablet (point of sale).

If the program doesn’t detect any connected fiscal printers, you will need to print a zero-check.

It is recommended to start a till day by printing a zero-check. Successful executon of this operation shows the operability and availability of the fiscal printer. To print a zero-check, all you have to do is to press the Zero check button. If the printing is satisfactory, the fiscal printer will deliver the zero-check. In case the printer is not connected to the workplace or is switched off, an error massage will be displayed.

Just before the zero-check printing, the system checks the time on the fiscal printer and the current system time (on the tablet), if they don’t coincide, the corresponding massage will be displayd.

  • Please pay attention that you can synchronize the time only when the shift is closed, i.e. when the Z-report on the previous day has already been printed and no checks on the current day have been delivered yet.
  • A zero-check printing it is a kind of test operation delivering an empty check on the fiscal printer and opening a cash drawer.

If this check was not printed, you have to check the connection settings of the fiscal printer.

Depositing cash in the cash drawer:

  1. Deposit a float in the cash drawer. Press the Deposit cash In the dialog window Do you really want to deposit cash?”, enter the appropriate amount (if necessary, add comments) and press Enter (V)
  2. Once you do it, a check on cash deposit will be printed on the fiscal printer. At close of a day, you will have a printed Z-report on the beginning of the shift in hand proving that you do not have any open sales and checks on cash deposit in your cash drawer. You must keep all these documents till the end of the shift and deliver them with the shift end documents to the accounting department.

Cashflow items

The cashflow items allow:

— grouping payments depending on their destination, for example, Outgoing payments\Payment for the supplied products, Incoming payments\Alcoholic beverages selling;

— getting reports broken down by cashflow items;

— using them to link with payments while importing payments into 1C Accounting.

The list of cashflow items groups is hierarchical and located in the Administration panel: Finance\Cashflow items.

 

Outgoing payments

This option will provide you the possibility to perform outgoing payments on the tablet specifying the item.

To define an cashflow item as an Outgoing one, you should set the flag in the article card of the Administration panel: Finance\Cashflow items\Outgoing payment.

The appropriate cashflow item is selected while performing payment via the Outgoing payment button on the Cash register screen on the tablet.

Only outgoing payments are available on the tablet.

You can overview the performed payments in:

- Administration panel\Finance\Payments

- Administration panel\ Finance\Cash report (if you click on the till day line, its explanation will be displayed).

Fiscal groups

Fiscal groups are applied to divide products by tax, imposed on their sale.

Fiscal groups are managed in the Administration panel: Settings\Other\Fiscal groups.

To assign a fiscal group to the selected product, use the Administration panel: Products\Products and dishes\Product card\Categories\Fiscal group field.

If no fiscal group is selected, the product won’t be printed.

Setting the order of the type of payment and default

To set up the display order of the payment methods, go to the Administration panel\Settings\Payment method\Sorting order field.

On the tablet payment methods are sorted in increasing order depending on the value of the Sorting order field in the Sales screen.

It means that if you enter 1 for the “Cash” payment method and 2 for the “Cred.card” payment method, in the Sales screen the payment methods will be displayed in the following order: Cash, Cred.card.

 

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However in the mobile application settings if the checkbox “Set the default payment type” is checked but you have not chosen any payment method yet, then the payment method with the lowest value of the Sorting order field, in our case it’s “Cash”, will be substituted in the dialogue box of payment confirmation (it is displayed after you click on the Pay button).

Def-pay-type

Moreover, if the checkbox “Set the default payment type” is not checked in the mobile application settings and you have not chosen any payment method yet, the application will not allow you executing payment by displaying the corresponding error message: “Error. Please select a payment type”.

Selecting a payment method is mandatory as it allows avoiding operator’s random errors.

Creating a new Payment type

In the Administration panel: Settings\Payment methods\Create
When creating a new payment method, the following fields are mandatory for input:
• Name: Name of a new payment method as it will be displayed on the tablet
• Type: It defined the type of this payment method
• Sort by: This field sets the sorting order for the Payment screen on the tablet.

If you need to print a Z-report

Z-report is a special type of receipt printed on a cash drawer. It contains information of a day report. After running the End day function, the cash register will automatically reset its internal storage memory and all data will be saved and feed into the cash register fiscal memory. This report allows balancing cash drawers every day. Besides, the Payment transactions register is completed on the basis of this report. Thus following a consistent set of closing procedures (including printing and glueing your Z-report in the appropriate section of the Payment transactions register)  is essential to protect your establishment assets and avoid financial panalties for late capitalization of cash in your cash drawers.

When and haw many Z reports should be printed?

  • When your establishment or point of sale is open, it’s essential to produce a Z-report. At the end of the shift or day (in 24 hours at latest), you must reset the cash drawer, print a report and complete the Payment transactions register based on this report even if you came to work, switched on the till and performed an “internal payment” but you didn’t have a single customer, and you didn’t execute any payment transactions with cash.
  • When your establishment has days-off according to the validated working hours, it is not necessary to produce a day report.